ADMIN SUPPORT SPECIALIST

State of careers Rhode Island • Lillington, NC

6d

About The Position

Perform secretarial and assistant-level work, as needed, for the Public Defender and Deputy Public Defender and throughout the office, depending on the agency’s coverage needs. Working with the Public Defender and Deputy Public Defender, maintain all files relating to post-conviction relief actions filed against Public Defender attorneys and all complaints filed with Discipline Counsel against Public Defender attorneys. Under the supervision of the Executive Assistant or other senior staff, supervise and manage the agency’s secretarial staff. Ensure that all divisions have adequate secretarial coverage, respond promptly to all secretarial requests for sick or vacation time, and structure training and personnel rotations so that the secretarial work is efficiently and effectively provided. Oversee all case-file storage responsibilities for the agency including labeling boxes, coordinating pick-ups and drop-offs of records, obtaining the certificates of destruction for files, maintaining the log of stored files, maintaining file retrieval protocols, and overseeing the orderly retention of casefiles on site (all pursuant to the State of Rhode Island Retention Schedule and the applicable rules of professional conduct governing law firms). Maintain the agency’s supply inventory for the main office and its five satellite offices. Process orders in accordance with state purchasing regulations on a quarterly basis, or as needed. The position performs all secretarial work for the Administrative Division of the Public Defender’s Office, supervises and trains those in the Secretarial Unit and is expected to provide secretarial coverage for other divisions of the office when coverage is needed. The position serves as a general administrative coordinator of all secretarial work within the office. The position is responsible for coordinating the agency’s office supply inventory and maintaining the agency’s case file archive, case file storage, and legal library, and ensuring that the staff’s legal periodical needs are met. In addition, the position must liaise between the agency and the MPA transcription vendor to ensure that documents, witness statements, police interrogations, and hearings are picked up, transcribed, and delivered to staff in a timely manner. The position also performs some purchasing functions of the office at the direction of the Executive Assistant(s). The position supervises the agency’s secretaries and secretarial case managers. The Administration Support Specialist is expected to possess a working knowledge of how to perform the secretarial work throughout the office and to perform that work, as needed, when coverage issues are required. The position manages the training regimen of new secretaries. The position approves and coordinates vacation and coverage schedules, as well as office rotations and staffing assignments, for all secretaries in the agency according to state personnel and collective bargaining rules. The Rhode Island Public Defender is seeking an Administrative Support Specialist and confidential secretary for the Agency’s administrative division. The position is responsible for administrative duties within the office as well as performing general office-related duties as they arise.

Requirements

• The Administration Support Specialist is expected to possess a working knowledge of how to perform the secretarial work throughout the office and to perform that work, as needed, when coverage issues are required.

Responsibilities

• Perform secretarial and assistant-level work, as needed, for the Public Defender and Deputy Public Defender and throughout the office, depending on the agency’s coverage needs.
• Maintain all files relating to post-conviction relief actions filed against Public Defender attorneys and all complaints filed with Discipline Counsel against Public Defender attorneys.
• Supervise and manage the agency’s secretarial staff.
• Ensure that all divisions have adequate secretarial coverage, respond promptly to all secretarial requests for sick or vacation time, and structure training and personnel rotations so that the secretarial work is efficiently and effectively provided.
• Oversee all case-file storage responsibilities for the agency including labeling boxes, coordinating pick-ups and drop-offs of records, obtaining the certificates of destruction for files, maintaining the log of stored files, maintaining file retrieval protocols, and overseeing the orderly retention of casefiles on site (all pursuant to the State of Rhode Island Retention Schedule and the applicable rules of professional conduct governing law firms).
• Maintain the agency’s supply inventory for the main office and its five satellite offices.
• Process orders in accordance with state purchasing regulations on a quarterly basis, or as needed.
• Coordinate the agency’s office supply inventory and maintaining the agency’s case file archive, case file storage, and legal library, and ensuring that the staff’s legal periodical needs are met.
• Liaise between the agency and the MPA transcription vendor to ensure that documents, witness statements, police interrogations, and hearings are picked up, transcribed, and delivered to staff in a timely manner.
• Perform some purchasing functions of the office at the direction of the Executive Assistant(s).
• Supervise the agency’s secretaries and secretarial case managers.
• Manage the training regimen of new secretaries.
• Approve and coordinates vacation and coverage schedules, as well as office rotations and staffing assignments, for all secretaries in the agency according to state personnel and collective bargaining rules.
• Responsible for administrative duties within the office as well as performing general office-related duties as they arise.

Benefits

• For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
• A new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees.
• All employees hired after September 30, 2014 participate in direct deposit.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed